Administrative Assistant III - Operations

Wellmark, Inc.; Iowa (LA); Hybrid; USD 48,000 - 60,000; Full time

Job summary

Wellmark in Des Moines, IA is seeking an Administrative Assistant to support the Director, Operations Business Support & Workforce Management and their team. You will manage complex calendars, handle inboxes, coordinate travel, greet visitors, prepare meetings and drafting communications.

The ideal candidate has 4+ years of administrative experience, strong Microsoft Office skills, and excellent written and verbal communication. This role offers hybrid work with some onsite days in Des Moines.

Qualifications

• Associate degree or equivalent work experience.
• 4+ years of administrative assistant experience supporting multiple leaders in an office.
• Strong Microsoft Office experience (Outlook, Word, PowerPoint, Excel, Visio).
• Excellent written and verbal communication skills.
• Project support, multi-tasking, and organization including time management and prioritization in a fast-paced office.
• Strong attention to detail and accuracy.
• Ability to operate independently and follow procedures in ambiguity.
• High initiative and commitment to completing tasks efficiently while anticipating needs.

Responsibilities

• Customer Service – provide friendly, professional, timely responses to inquiries and resolve problems when possible.
• Time/Data Management – manage calendars, schedule meetings, prioritize inquiries, and coordinate materials.
• Budget – participate in budgeting processes across departments and track expenses.
• Reporting – prepare documents and reports; maintain databases and compile data for charts and analyses.
• Administrative Support – handle travel, supplies, event planning, and intra-department documentation.
• Project Management – coordinate department projects, plan resources, and communicate recommendations.
• Other job duties as assigned.

Skills

Advanced organization

Calendar management

Time management

Prioritization

Written communication

Verbal communication

Attention to detail

Independent decision-making

Initiative

Customer service

Multi-tasking

Project support

Planning & coordination

Education

Associate degree or equivalent

Tools

Microsoft Teams

Copilot

SharePoint

Microsoft 365

Outlook

Word

PowerPoint

Excel

Visio

Job description

Why Wellmark:

We are a mutual insurance company owned by our policy holders across Iowa and South Dakota, and we’ve built our reputation on over 80 years’ worth of trust. We are not motivated by profits. We are motivated by the well-being of our friends, family, and neighbors–our members. If you’re passionate about joining an organization working hard to put its members first, to provide best-in-class service, and one that is committed to sustainability and innovation, consider applying today!

Learn more about our unique benefit offerings here.

Want to know more? You can learn about life at Wellmark here.

Are you an organized and proactive professional who thrives in a fast-paced and high energy environment? Do youpossessexceptional administrative skills and have a passion for helping others? If so, we have an exciting opportunity for you!

About the Role:

In this Administrative Assistant position, you will support the Director, Operations Business Support & Workforce Management and their team. You will act as a key point of contact to these critical functions, complex calendar & inbox management, scheduling meetings with internal and external stakeholders, travel coordination, greeting visitors, meeting preparation/coordination (e.g., agendas, minutes, arrangements), drafting communications, proofreading/editing presentations and materials, assist with onboarding new leaders and handling all administrative tasks efficiently. Utilizing independent judgment and organizational skills to provide a broad scope of administrative support to leaders in carrying out their operational responsibilities and objectives in a fast-paced, enthusiastic environment will be crucial. You will take independent actions following established procedures with limited supervision and provide support on several fronts including but not limited to time management, project support, planning, budgeting, coordinating, scheduling, and researching while maintaining confidentiality.

Our Ideal Candidate:

Loves to plan the work and work the plan. They’re organizers of information, structured, and detailed, yet they’reflexible and shift quickly when plans change. Proactively making decisions, improving processes, anticipating needs, and driving plans forward with minimal supervision is a strength – they’reskilled at thinking ahead and taking appropriate action. They’re also skilled at managing complex calendars due to their keen problem solving skills and resiliency. (Piecing together schedules is a puzzle that energizes them!) They’remotivated by the ability to provide a broad scope of administrative support to others, including back-up support for other teams, in a dynamic corporate environment.

Schedule:

The preferred hours for this position are 7:00am-4:00pm Monday – Friday, but would allow for flexibility if 8am-5pm is better for the right candidate. On Monday and Friday you will be able to work from home, while Tuesday, Wednesday, and Thursday will be onsite in our Des Moines, Iowa office each week. Must be flexible with the ability to work from the office on Monday/Friday when there is a business need.

Preferred:

• Demonstrates advanced technology aptitude with proficiency in Microsoft Teams, Copilot, SharePoint, and the Microsoft 365 suite, leveraging digital tools to drive collaboration, productivity, and efficient workflow management.

Required:

• Associate’s degree in business, office administration, or related area, or direct and equivalent work experience.
• 4+ years of previous administrative assistant experience providing advanced support to multiple leaders and teams within an office environment.
• Strong Microsoft office product experience —e.g., Outlook, Word, PowerPoint, Excel and Visio.
• Strong and effective written and verbal communications skills.
• Effective project support, multi-tasking, and organizational skills, including time management and prioritization. Ability to succeed in a fast-paced office environment with multiple assignments and deadlines. Flexible and adaptable to change.
• Strong attention to detail with demonstrated accuracy.
• Ability to operate independently and make decisions by following procedures that may include ambiguity.
• High level of initiative, effort, and commitment to completing tasks efficiently while anticipating the needs of others.

• a. Customer Service – Provide support to team members, customers, vendors, stakeholders and employees through friendly, professional, timely and accurate response to their inquiries. Where situations allow provide problem resolution, research, and interpretation of departmental procedures, and provide recommendations that proactively support customer satisfaction.

• b. Time/Data Management - Accurately and effectively perform calendar management by resolving timing conflicts, schedule meetings, prioritize and manage multiple inquiries, handle mail distribution and receipt. Ensure all meeting materials are provided to participants and the necessary equipment is available.

• c. Budget - Participate in the budget process for multiple departments to ensure timely completion, including but not limited to planning, data entry, account reconciliation and the timely handling of bills with internal and external customers/vendors.

• d. Reporting - Prepare and/or create error free moderately complex documents and materials in a timely manner for internal/external communications. May maintain database(s) including the entry, analysis and the gathering of information to produce reports. Compile data from multiple sources and create sensible charts, graphs, and reports. Exercise solid judgment/discretion in the collection and dissemination of sensitive/confidential information. This could include confidential documents such as business plans, legal actions, personnel information, etc.

• e. Administrative Support - Provide moderately complex administrative support to multiple departments including but not limited to submitting expense reports, event planning, catering requests, coordination of travel arrangements, ordering departmental supplies, and assist with intra-department documentation and file management.

• f. Project Management – Coordinate and define department projects with emphasis in planning, managing resources, communication of recommendations, and maybe responsible for leading project implementation.

• g. Other job duties as assigned.

An Equal Opportunity Employer

The policy of Wellmark Blue Cross Blue Shield is to recruit, hire, train and promote individuals in all job classifications without regard to race, color, religion, sex, national origin, age, veteran status, disability, sexual orientation, gender identity or any other characteristic protected by law.

Applicants requiring a reasonable accommodation due to a disability at any stage of the employment application process should contact us at [e-mail]

Please inform us if you meet the definition of "Covered DoD official".

At this time, Wellmark is not considering applicants for this position that require any type of immigration sponsorship (additional work authorization or permanent work authorization) now or in the future to work in the United States. This includes, but is not limited to: F1-OPT, F1-CPT, H-1B, TN, L-1, J-1, etc. For additional information around work authorization needs please refer to the following resources: Nonimmigrant Workers and Green Card for Employment-Based Immigrants

Wellmark supports and expects the responsible use of AI for our workforce! We welcome the responsible use of these tools by job seekers as well and are interested in learning from you; you will have an opportunity in the application process to share which tools you used and how you applied them.